Immigration Office Assistant

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Under direct supervision of an Immigration Attorney, the Immigration Office Assistant (OA) will be responsible for various clerical work and providing program services to elderly clients.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Adheres to all El Concilio California policies and procedures per the agency employee manual.
• Greet incoming clients in a professional manner and attend to their inquiries.
• Contact new referrals for initial contact no later than two days after receiving referral.
• Maintain accurate and thorough documentation of program participants contact information.
• Diligently oversee departments Outlook calendars and arranging conference/video conference calls, virtual meetings on platforms such as Zoom, googlemeets, and Microsoft Teams.
• Answers incoming calls in a timely manner, avoiding "dropped calls" due to excessive wait time and follows established procedures on how to handle different types of incoming calls.
• Communicate regularly with clients to gather necessary information, explain legal processes, and keep them informed about case progress.
• Prepare and file immigration applications.
• Assist with the preparation, filing, and tracking of petitions and applications, including family-based and employment-based visa petitions, Adjustment of Status (I-485), U.S. citizenship applications (N-400), Temporary Protected Status (TPS), and asylum applications.
• Assist program participants with the completion of any formal documentation that will provide access to resources, such as housing, education, transportation, clothing, food, employment, etc.
• Conduct research on immigration laws, regulations, and procedures, and assist immigration attorneys in analyzing case strategy and options for clients.
• Initiate referrals and advocate for program participants to receive adequate information to outside resources.
• Perform outreaching at local tabling events to recruit program participants.
• Maintain awareness of all department caseload and statuses.
• Diligently managing attorneys Outlook calendars and arranging conference/video conference calls, virtual meetings on platforms such as Zoom and Microsoft Teams.
• Maintain professional relationship with all program participants and El Concilio California personnel.
• Required to work El Concilio California special events and meetings.
• Other duties as assigned by immediate supervisor and administration.

To perform this job successfully, an individual must be able to perform each essential duty with or without accommodation satisfactorily. The qualifications listed below are representative of the knowledge, skills, an/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to handle a high volume of documentation and task completion in a timely manner.
• Maintain a cooperative working relationship with management, staff, and program participants.
• Maintain acceptable work habits such as attendance, punctuality, time management, team work, etc.
• Understand and work effectively with diverse cultural and ethnic groups.
• Must complete and pass criminal background check.
• Maintain confidentiality of all oral and written communication.
• Ethics-Treats people with respect; Keeps commitments; Inspires trust of others; Works with integrity and ethically; Upholds organizational values.
• Initiative-Volunteers readily; Undertakes self-development activities; seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Dependability- Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.

EDUCATION/EXPERIENCE:

• An Associates Degree in political science or related field with 1-3 years of experience working in an office setting is highly preferred; A High School Diploma or GED Equivalency and 2-4 years of experience working in a legal setting is required in lieu of a degree.

LANGUAGE SKILLS: Must be able to communicate clearly; read and write in English language is required. Bilingual in Spanish is highly preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Drivers License
• Up to date automobile insurance
• Successful completion of Sexual Harassment Prevention Training
• Successful completion of Workplace Violence Prevention Training
• Successful completion of HIPPA Training

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, sit, talk and hear. The employee frequently is required to walk, drive, and reach with hands and arms. The employee is occasionally required to bend, stoop and lift and move up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet to moderate noise level. Primary work environment is an office setting and public venues. The employee will occasionally be required to work outside in moderate weather.

Employees shall work in a non-hostile work environment. That is, the employee is expected not to engage in any activity that unreasonably interferes with performance of any other employee, such as harassment, unlawful discrimination or any other behavior that unduly demeans or intimidates another person.

BENEFITS:

INSURANCE: All part-time employees are enrolled in $25,000 life insurance through Mutual of Omaha at no cost.

LEAVE: El Concilio California offers Paid Time Off; Part-time employees leave benefits are prorated.

OTHER BENEFITS: Flexible Spending Account (Payflex) and 401K Retirement account (John Hancock)

EQUAL OPPORTUNITY, WORKPLACE DIVERSITY, AND REASONABLE ACCOMMODATION: El Concilio California is an equal employment opportunity employer encouraging workforce diversity. All aspects of employment and promotion shall be without regard to race, religion, color, national origin, ancestry, marital status, age, gender, sexual orientation, physical, or mental disability, or medical condition. Reasonable accommodation will be made for disabled applicants to participate in the application and examination process. Please advise Human Resources of special needs in advance of the application deadline and, if accepted for further testing, at least one week prior to the examination.